CHAPTER 9

LETTERS FOR ARRANGEMENTS

Objective:
- To write letters or messages for arranging visits
- To write letters or messages for arranging travels and
hotels

This chapter deals with three topics namely, letters or messages for arranging
visits, travels, and hotels. The first discussion is concerning with inviting to visit and
followed with various messages or letters needed for traveling, such as booking
tickets hotel, requesting passport, and applying visa.

A. Visits
Customers often form their opinions of a company from the impressions
created by its representatives. This stresses the need for careful selection and proper
training of sales staff. Apart from being specialists in the art of persuasion, they
should be able able to use the language properly when they invite prospective
customers or representative to visit the company. This section explains how to send
messages dealing with visits such as inviting, replying the invitation, confirming, and
sending directions.
The messages for arranging visits should contain days, dates, times and exact
place to visit or meet. The initiation messages can be sent either through emails or
formal letters, depending on the levels of the events and the companies. The
followings are the examples of invitation starting from the informal to the formal
ones and the other messages needed for these purposes. This section is ended with
examples of formal letters for requesting for representative to call and offer of visit.

1. Invitation and Answers of informal invitation.

The invitation is sent through an email. It is sent from a friend, eventhough the
sender and the receiver are close to each other and the event is very informal
and the message has some details such as the place, the day and the time. This
email does not show the exact date, the sender just mention the day i.e.

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 Saturday evening, but usually email has showed the date so the date can be
easily guessed namely the Saturday of that week.

a. Invitation
To: Marta Lopez <mlopez@yahoo.co.id>
Cc:
Subject: Party
Hi Marta,
How are you? I hope youre enjoying New York. Are your English classes gong
well?
Are you doing anything Saturday evening? Were having a party at my apartment.
Would you like to come? It starts at 8 p.m.

Take care
Alison

Tasks 1: Please identify the place and the time of this invitation.

Tasks 2: Please answer the invitation using the phrases provided in the box.
- Can I bring some wine?
- Sorry, but I cant make it.
- Yes, Id love to go to the party.
- Im going on a school trip to Boston this weekend.

b. Answers: Accepting the invitation

To: Alison Black <ablack@yahoo.co.uk>

Cc:
Subject: Re: Party
Dear Alison,
Thanks for the invitation.
_______________________________________________
Can I have your cellphone number in case Im late?
See you Saturday!
Marta

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c. Answers: Declining the invitation

To: Alison Black <ablack@yahoo.co.uk>

Cc:
Subject: Re: Party
Dear Alison,
Thanks for the invitation.
_______________________________________________
_______________________________________________
Maybe we can meet sometime next week instead?
Have a great time!
see you soon,
Marta

2. Formal Invitation
This invitation is sent to customers of companies for business purposes. This
invitiation still open meaning that it still does have any certain date and time
and the sender expect an answer for the exact date and time.

a. Invitation
Dear Ms Dunn
We were interested to hear that you will be in Japan for the International Motor
Conference, and we would be very pleased if you could visit our company during
your stay in Tokyo.
Please let us know your availability and we will arrange a tour of our factory.
We hope to have the opportunity of meeting you soon.

Your sincerely
Mr Miso Takashimura

Tasks 3:
Please replace some expressions written in the invitation using the phrases
provided in the box.

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 - We are holding a conference in Bandung and would be very pleased if you
could attend. (this invitation may need exact time, date and place)
- We would like to invite you to an evening reception.
- Would you like to visit our new factory?
- When would be convenient?
- Are you free on Monday?

b. Replying to an Invitation

Dear Mr Takashimura
Thank you for the invitation to visit your company. I would be very interested in
seeing your factory, as I have heard excellent reports on your latest production line
technology.
I will be available on 6th May if this is convenient for you.
I look forward to your confirmation.

Your sincerely
Ms. Sanita Dunn

Tasks 4:
Please replace some expressions written in the reply of the invitation using the
phrases provided in the box.

- I was very pleased to receive your invitation. (formal)

- Thanks for inviting me. (informal)
- Thanks for the invite. (informal)
- Could you please confirm this?
- Can you confirm as soon as possible?

3. Sending a confirmation and other information

Usually this third letter can be less formal than the first, because they have
communicated before. However in some occasion, the letters still have formal tones.
The followings are the examples of how to send confirmation and other information
such as direction or map.

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a. A confirmation
Dear Ms Dunn
Just to confirm your visit to us on Friday 6th May at 10 a.m.
If you come to reception and ask for me, I will meet you there.
If you need to contact me, please call me on my mobile (+6281222999000).
See you Friday.

Regards
Miso

b. Sending other information

Dear Ms Dunn
I am pleased you are able to visit us on 6th. First I am attaching a map with
directions to our factory, in case you need it. Please let me know when you hope to
arrive.
When you arrive at the main gate, Security will give you a visitors pass. Follow the
road around to the main reception, where I have reserved a car park space for you.
Looking forward to meeting you next week.

Regards

Miso Takashimura

Tasks 5:
Please replace some expressions written in those messages or write a new letter
using the phrases provided in the box.

- I am writing to confirm details of your visit to our company next week

- I look forward to meeting you on Friday.
- Leave the motorway at Junction 14, turn left on to the A37. Our office is one
mile along this road on the left.
- Follow the main road into town, and you will find us on the right.
- Stay on this road until you reach the Hotel.
- Keep going straight.
- Turn left at the station.
- Go straight along the corridor.

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 Notes:
British English American English
I tried to ring you back yesterday I tried to call you back yesterday
(also used in British English)
The number was engaged the line was busy
finalising finalizing
Some differences in giving directions
Leave the motorway at Junction 14 Leave the freeway at exit 14
One mile along this road. One mile down this road.
(down also used in British English)
Along the corridor. down the hall
Go straight for 100 metres. Keep going for a block
Note: metric distances are not used in the US. In towns and cities, distances are
expressed in blocks (the distance between two streets.

4. Language Focus
a. The Present Continuous Tense
This tense can be used for:
- Action that are happening NOW
Whats Jane doing? Shes watching TV
- FUTURE arrangements
What are you doing this weekend?
Were going to Boston.

Tasks 6: Read the sentences. Write P (Present) or F (Future) in the

boxes.
_____ 1. What time are you meeting Jolly?
_____ 2. Sorry, I cant make it on Sunday. Im playing tennis with Jeff.
_____ 3. Im writing this in my favorite coffee shop.
_____ 4. Are you doing anything special on Thursday?
_____ 5. Marias working out at the sports club right now.

Tasks 7: Identify any Present Continuous Tense in the examples of letters.

Copy them and write P (Present) or F (Future)

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b. The Simple Present Tense
This tense is used to talk about timetables and schedule
When does the flight leave tomorrow?
It leaves at 11:20 a.m.
How long is the concert?
It starts at 7:30 p.m. and finished at 9 p.m.

Tasks 8: Identify sentences with the simple present tense in the letters above.
Underline them.

Tasks 9: Complete the sentences using the simple present tense.

1. The game __________ at 2:30 p.m., so lets get there early. (begin)
2. Wed better hurry. The train __________ at 7:00 a.m. (leave)
3. The train __________ in Milan at 6:24 p.m. (arrive)
4. What time __________ the library __________ tomorrow? (open)
5. When __________ the shops __________? (close)

c. Prepositions on, in, at with time expressions

Study this:

on (+ day / date) Friday

July 10
the weekend
in (+ month / year) August
2005
at (+ time) 7 a.m.
2 p.m.
(no preposition) this evening
tomorrow afternoon
next week
You can combine time expressions like this:
We could meet on Tuesday afternoon at 2 p.m.

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Tasks 10: Complete the sentences using on, at, in, or (no preposition).
1. Im really looking forward to your visit _______ November 5.
2. Should we meet _______ 6 oclock?
3. The concert is _______ Friday.
4. Ill see you _______ tomorrow evening.
5. They are arriving in Japan _______ April.

d. Expressions for an invitation

Do you want ... to go to a party Saturday evening?
Would you like ...
How about going

Tasks 11: Write two invitation letters to your friend and your lecturer. You
select any topic or events.

e. The expressions for accepting and refusing an invitation

To accept an invitation: To refuse an invitation
Id love to (have dinner) Id love to, but I cant (make it)
Dinner great Im afraid
sounds Im busy
That like fun Im sorry, but

Tasks 12: Write replies, both accepting and refusing, to these invitations
1. How about having dinner at our companys canteen tomorrow?
2. Would you like to go to our opening ceremony tomorrow?
3. Do you want to have dinner this evening?
4. How about visiting our factory next week
5. Please join us for dinner tomorrow.

Tasks 13: Write accepting and refusing letters to your friends invitations.

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B. Travels and Hotels
Can you imagine when you and your class are going to travel to Bali, for
example. What do prepare before you are travelling. Perhaps you have to prepare the
transportation or tickets, the hotels or accomodation, the meals and many other
things. If you are going to go abroad, you have to have a passport and a visa in
addition to those mention before. The followings discuss various letters or messages
to arrange travels and hotels. It starts from writing letters to visit a company or
factory abroad including writing itinerary. These are followed with requesting
passports, applying visa, booking tickets, and hotels.

1. Travel Plans
When business persons are going to have business travels, they will plans their
travels carefully. They make travelling for various reasons either because of the
invitations from other companies or having certain business purposes. They will send
messages to other companies about their purposes and arranging their time carefully.
Here are some examples of messages for planning the travel initiating by the visitors.
The important messages in these communication are telling clear purposes of
visit and communicating clear date and time.
a. Initiating a visit
Dear Mr Wado,
I am visiting Indonesia at the end of next month, and plan to be in Bandung from
September 22 to 30. I would very much like to visit your factory and warehouse.
Would this be possible?

Sincerely
Alison Smith

b. The Responses
Dear Mr Smith,
I would be delighted to arrange visits to our factory and warehouse during your stay
in Bandung. Would Wednesday, September 24 be convenient?
I look forward to hearing from you.

Best Regards,
Ishawan Wado

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Dear Mr Wado,
Thank you for your prompt reply. Wednesday, September 24 would be fine.
Sincerely
Alison Smith

Dear Mr Smith,
I will make the necessary arrangements for your visit on September 24, and will send
you an itinerary in the near future.

Best Regards,
Ishawan Wado

c. An Itinerary
Dear Mr Smith,
Attached please find the itinerary for your visit to our company next month.
If you have any questions, please do not hesitate to contact me.
I look forward to seeing you on September 24.

Sincerely,
Ishawan Wado

Alison Smith: Itinerary, Wednesday 24 September

8:30 a.m Meet Sukowangi Sukoco in Metropolitan Hotel lobby
Taxi to Factory
9:30 11:30 a.m Factory tour
12:00 - 12:45 noon Lunch in factory cafetaria with quality control supervisors
1:00 - 2:00 noon Meeting with factory manager
Car to warehouse
2:30 - 4:00 p.m Warehouse tour
4:00 p.m Refreshments
5:00 p.m Taxi to hotel (journey time approx. 45 minutes)
7:30 p.m Meet Ishawan Wado in lobby
8:00 p.m Dinner with senior managers.

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The itinerary can also be in the form of a letter, for example:
Dear Mr Smith,
I have put together the following itinerary. Can you let me know what you think
about it? We need to finalise it today.
Taxi to Factory and meeting Sukowangi Sukoco at 8:00 a.m.
Factory tour at 9:30 11:30 a.m
Lunch in factory cafetaria with quality control supervisors at 12:00 - 12:45
noon
Car to warehouse and meeting with factory manager at 1:00 - 2:00 noon
Warehouse tour at 2:30 - 4:00 p.m
Refreshments at 4:00 p.m
Taxi to hotel at 5:00 p.m (journey time approx. 45 minutes)
Meet Ishawan Wado in lobby at 7:30 p.m
Dinner with senior managers at 8:00 p.m

Sincerely
Ishawan Wado

Tasks 14:
Please replace some expressions written in the messages above using the phrases
provided in the box.

- We are visiting Jakarta next year

- We are touring some warehouse next month.
- Ms Suci Jack plans to visit Surabaya in December.
- I plan to be in Tokyo on Friday.
- Ive fixed the itinerary for our Bandung trip
- Well finalise the details today
- The secretary has changed the itinerary.
- Can we finalise the schedule today?

2. Booking Tickets
Usually after business people plan their visits, they book tickets. The tickets
may tickets for flight, trains, etc. Secretaries may help need their managers or
directors to book the tickets and communicate the number of people going together,
the mode of travel, the date and time. For example:

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Dear Mr Smith
I am booking your flights today for the Bandung visit. Do you want to travel alone or
together with one of your staff?
The Merpati Airways flight leaves from Yogyakarta at 7:00 on Tuesday morning,
and there is return flight on Wednesday evening at 21:00. Shall I reserve you a seat
for you and your staff on the same flight? Let me know if this suits you.

Regards
Happy

3. Reserving Hotels
Reserving rooms in a hotels is usually made by phone, but you can also reserve
via email. The following examples are written messages or letter to reserve a room
and the communication after making a reservation.

a. Reserving hotel rooms

To reserve hotel rooms, it is quicker if you email directly to the hotels, For
example:
Dear Sir/Madam
I would like to reserve two single rooms for two people for Friday, March 28, and
Saturday, March 29.
I look forward to hearing from you.

Sincerely
Jessica Davis

b. Response from the hotel staff

Dear Davis
Thank you for your email.
I am pleased to say that two single rooms are available for the night of Friday, March
28, and Saturday, March 29. The rate for this room is $89 per night, including
breakfast. If you would like to reserve the room, please reply with your credit card
number to guarantee the reservation.

Sincerely
Donna Eastman.

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c. Confirming the response
Dear Ms. Eastman
Thank you for your prompt reply.
Would you please reserve a twin room for Mr Smith, the director of Summer Hill
Contractor, and his staff Mr Donne, for the night Friday, March 28, and Saturday
March 29. I will fax the credit card details immediately.

Best wishes
Jessica Davis

d. Another way of confirming a reservation

The examples of A to C are the messages when reserving a room in a hotel by
email. The following example is confirming a reservation that has been made by
phone:
Dear Ms Eastman
I am writing to confirm the reservation, made by phone this morning, for a twin room
at the Hotel Sorbonne on March 28 and 29, for Mr Smith and his staff. They will
arrive at the hotel at about 7 p.m. and they would like to have dinner at 8 p.m. could
you please email us a map and directions?

Yours sincerely
Jessica Davis

e. The response of the comfirmation

Dear Ms. Davis
Thank you for your reservation and fax. We have reserved a twin room for the nights
of March 28 29. We look forward to meeting Mr Smith. He can check in after 1:00
p.m.

Sincerely
Donna Eastman

f. Changing arrangement
When you write formally to someone about a change in arrangements,
remember that you should:
- Use a polite tone
- Give specific details (date, time, reservation number)
- Keep your message brief
- Sign off with an apology

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Note: You do not usually have to give a reason in business correspondence, but this
will depend on the situation.
Dear Ms Eastman
I am afraid Mr Smith and his staff have to cancel my reservation for Friday, March
28, and Saturday, March 29. I understand that we have to pay a $25 handling fee.
I would like to apologize for any inconvenience.

Sincerely
Jessica Davis

g. The response
Dear Ms Davis
I am sorry that Mr. Smith and his staff will not be visiting us later this month. We
will be debiting your credit card account to the amount of $25.
We hope you can visit us some time in the future.

Sincerely
Donna Eastman

Language Focus
a. Informal messages
When you write to someone you know and you want to change plans, you
should usually give clear reasons, for example:

go to the movies
Im sorry, but I cant
meet you (for dinner)
join you Friday. I have to go ... tomorrow
on Monday
Im afraid
I have to go to the dentist
I cant.
My parents are visiting
I have to study for my French
test

b. Formal messages
When you write formally to someone about a change in arrangement, you may
use these forms:

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 Im sorry, but I have to cancel my reservation.
Im afraid I am unable to attend the meeting on Sunday
I regret to say
I would like to apologize for
any inconvenience.
I hope this will not cause
Please accept my apologies for

Tasks 15:
Please replace some expressions written in the messages above using the phrases
provided in the box.
- Im happy to tell you - information
- the cost of - room with two beds
- answer - Im writing to change my reservation
- make sure of - Im afraid I have to cancel my reservation
- quick - Can I check my reservation
- at once

Notes:
British English American English
Departing at 17:15 Note: The 24-hour clock is called military time
and is not generally used in the US. Times are
noted with a.m. and p.m
a booking/ to book a reservation/to reserve
(also used in British English)
Travelling Traveling
midday noon
Note: In American English, midday indicates a
period of time in the early afternoon, from
about noon until 2 p.m.
Ive fixed the itinerary. Ive set/made the itinerary
single (ticket) one way (ticket)

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 In a hotel:
reception front desk
a single / double room Note: hotels in the US use varying terminology
but these are usual:
a single = a room with one double bed
a double= a room with two double beds
a queen = a room with one quess size bed
a king = a room with one king size bed

Task 16:
Write apologies to someone who you know well for the situations below.
1. meet / the canteen / this Friday
2. go to the conference / Tuesday
3. meet / lunch tomorrow.
4. go ... (your idea you choose where and when)

Task 17:
Complete the sentences using the words in the box.

confirm attend 22nd July pleased stay office

contact queries next week invitation single August

1. Id like to _________ the reservation for a _________ room, on _________

2. We would be very _________ if you could visit us _________, during
_________ your _________ in Indonesia.
3. Paul is out of the _________ this week. Please _________ Maria on
23900655 if you have any _________.
4. Thank you for the _________ to the conference in _________ I will be
pleased to _________.

Task 18:
Match the two parts of the sentences used in making arrangements.

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 1. We would be very pleased
2. I look forward
3. We would like to invite you
4. Could you please let me know
5. Ive reserved a seat for you
6. Can you confirm my reservation
7. A company car will pick you up.
8. I have organised the itinerary
9. You can call me tomorrow
a. to your confirmation
b. if this is convenient?
c. on the 9:15 flight to Paris.
d. for a double room on 26 May?
e. if you could visit our company.
f. at the airport at 7 a.m.
g. for your China trip.
h. Between 8 and 10 a.m.
i. to an evening reception.

Task 19:
Complete the sentences with a suitable preposition.
1. We will pick you up __________ company car.
2. Go straight __________ the corridor. Her office is __________ the left.
3. Ill be __________ Madrid next week. Ill stay __________ the Moderno.
4. Our driver will meet you __________ Terminal 2 __________ midnight.
5. There is a flight __________ Paris twice a day.
6. Ive fixed the itinerary __________ the Brazil trip.
7. Im travelling __________ flight BA248 __________ Mardrid.
Task 20:
Write reasons for your apologies in Task 16. You can use the ideas as illustrated
in the pictures or your own ideas.

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Task 21:
Write formal apologies for the cancelations. Use different expression each time.
Example: your hotel reservation for January 29
I am sorry, but I have to cancel my hotel reservation for January 29.
I would like to apologize for any inconvenience.
1. your meeting for January 6 at 2 p.m.
____________________________________________________________
2. your conference booking for July 10, reference ITO63X
____________________________________________________________
3. your appointment for 10:30 a.m. next Thursday
____________________________________________________________
4. your reservation for a tennis court from 3:30 to 5:30 on Saturday
____________________________________________________________

Self-evaluation:
1. What did you learn from this unit?
2. Do you have any problem?
3. If you have some problems to understand this unit, discuss them with
your friends or your teacher.

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